Invoice Automation Project Resourcing is critical to a Successful Implementation
The key to making sure the implementation of an Invoice Automation solution is successful is project resourcing, which is the same as most other project implementations, however, there are some prime factors that will determine the project's success.
Project Resourcing - Identify the Resources required
Implementing Invoice Automation requires specific resources within the project to ensure correct delivery and compliant timelines. One of these is that the Project Sponsor must provide full support for the methodology and the approach.
As part of this, it is necessary to identify the key resources that will then make the project a success:
- AP Manager or Team Leader – This resource will understand what the Accounts Payable team experiences on a daily basis, they will know the volumes of invoices they process daily, the types of invoices coming in (PO or Non-PO) and importantly the key volume suppliers through to the ones that invoice a few times a month or year
- AP User – This resource will be key to the success of the implementation. They will be using the system every day and need to adopt the solution and embrace how to process invoices in the way it is designed to work. They will also be a key testing resource during the project that will be able to validate the core AP business processes and how they can be dovetailed with the solution.
- ERP Technical – Understanding the ERP setup is critical to ensure invoices can be submitted into your ERP and to understand the configuration of the environment. There are several key factors that need to be understood such as Tax, PO Matching criteria and Coding Config that will ensure your standard business process does not conflict with the setup required for processing invoices.
- Procurement Manager or Team Leader – The success of Invoice Automation is dependent on many things, however, when the project goes live, its success can be determined by how tightly engaged the Accounts Payable Team and the Procurement Team are. If the invoice solution enables auto-matching of PO data, the solution will rely on the procurement teams to enable the best possible match based on the information set up on the PO and then provided to the supplier.
Understand your Current Process
We have all heard the statement, “this is how it has always been done”, however, that doesn’t mean the process is right. If process improvements are going to be made, understanding the existing process and its flaws will enable the business to target where change needs to be adopted. Have you considered: